Background

Important Notes:

All necessary information including Complete Terms of Reference, Selection Criteria, and Annexes are found on the following link under Procurement Notice Number IC-015/13:

http://www.iq.undp.org/ProcurementNotices_Overview.aspx

Proposals should be submitted to the following e-mail address no later than COB 6th of February 2013 (Amman Time +3GMT):
SSA.undp.iraq@undp.org

• Applicants should download the application documents (presented in compressed file) from the previously mentioned link for UNDP Iraq – Procurement notice web site, complete and sign them, and send the scanned copies to the email account above by or before the deadline of this post.
• Applications with NO financial offer or MISSING P11 form or the required documents for the technical evaluation will NOT be considered for evaluation.
• Applications WITHOUT Annex 3 for submitting a financial offer instead of other format will not be considered due to the need of Annex 3 for the ease of comparison of the received offers. All the necessary information for this post (TOR, Deliverables, Target dates, etc. are presented in the procurement notice documents) therefore, applicant MUST download it to apply for this post.
• DO NOT send only CV to the Email account mentioned above WITHOUT Annex 1, 2, 3, 4, Cover Letter and Methodology (If Requested) as it will considered as incomplete application.
• The documents are available in PDF (the Procurement Notice, Annex 3, 4 and 5) and Word 2010 (Annex 1 and 2) format; this is the only format available and it will not be provided in other formats.
• Applicants need to use Adobe reader, Word 2010, zipping software (WinRAR) to be able to use and view the documents for this procurement notice.
• Each email should be less than 8 MB; emails over this size will not be received to the above mentioned account.

Background:

UNDP, as part of its governance programme, is working to strengthen electoral processes in Iraq. This includes provision of technical assistance to electoral processes, support to the institutional development of Iraq’s Independent High Electoral Commission (IHEC), and the promotion of inclusive and accountable participation by all stakeholders.
All activities take place in close cooperation with the IHEC. According to Iraq's constitution, the IHEC is a professional, governmental, independent, neutral and autonomous institution, subject to parliamentary supervision. It has all authorities to conduct elections in Iraq.
The electoral programme is also implemented through strong partnerships between UNDP, UNAMI, UNOPS and UNESCO as part of the International Electoral Assistance Team (IEAT).

Organizational Context:
Under the authority of the Resident Representative, the Country Director, the Deputy Country Director/Programme and the Deputy Resident Representative/Operations.
Under supervision of the UNDP Electoral Programme Advisor and UNAMI Chief Electoral Advisor.
All UN electoral support in Iraq takes place under the umbrella of the UNAMI-led International Electoral Assistance Team (IEAT). UN agencies and UNAMI work in close cooperation as part of the joint IEAT

Duties and Responsibilities

Scope and expected outputs:
As part of the International Electoral Assistance Team (IEAT), the Graphic Design Advisor supports Iraq’s Independent High Electoral Commission (IHEC), for the Governorate Council Elections 2013. Specifically the Graphic Design Advisor is required to support and work closely with its counterparts, the IHEC Graphic Design Unit, in preparation and production of the ballot papers for the electoral operation.

The Graphic Design Advisor works closely with Iraqi counterparts of the IHEC, as well as UNDP, UNAMI and other IEAT electoral advisors in performing the following duties:

• Provide guidance and technical support to IHEC on all aspects of the ballot paper production process, including, but not limited to, printing, packaging, storage and security
• Provide guidance on the printing process and advise IHEC counterparts on security features to be incorporated into ballot paper design.
• Advise the IHEC on quality control mechanisms which will ensure that ballot papers are printed to an appropriate standard as per specifications, and that ballot papers are packaged and labeled according to requirements and that sample materials are destroyed once production is completed.
• Advise the IHEC on procedures to ensure that ballot paper design and printing processes are done according to agreed production timelines, and if not, advise on appropriate remedies.
• Develop the capacity and knowledge of the IHEC staff responsible for the process of ballot design and quality control.
• Provide weekly updates to UN Electoral Assistance Team on ballot printing progress.
• Provide guidance and advice on developing procedures for quality assurance for the printing of electoral materials.

Deliverables and outputs:

While UNDP will be responsible for the logistic costs of the participants. The Consultant Under the direct supervision of the requesting unit is requested to produce for the following deliverables:

• Guidance and technical support to IHEC on all aspects of the ballot paper production process, including security features, printing, packaging, storage and security.
• Guidance and technical advice on developing procedures for quality assurance for the printing of other electoral materials.
• Four progress reports submitted to the UN Electoral Assistance Team on the ballot paper printing progress.
• Capacity and knowledge of IHEC staff responsible for ballot paper design and printing developed.

Key Performance Indicators during implementation of Services:

• High quality and secure ballot papers printed.
• Quality assurance procedures for election material printing
• 4 reports on ballot paper printing
• 10 IHEC Staff trained in electoral material production.

Competencies

Corporate Competencies:

• Demonstrates commitment to the UN’s values and ethical standards
• Promotes the mission, vision and strategic goals of UNDP
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly and with impartiality

Functional Competencies:

Professionalism:

• Demonstrates thorough knowledge and understanding of ballot design/printing process and of electoral process;
  
• Possesses comparative knowledge of ballot production process in different countries, and is familiar with electoral best practices and international standards in elections;
  
• Able to work independently and show initiative;
  
• Establishes goals and priorities and is able to plan;
  
• Able to advocate and provide policy advice;
  
• Consistently approaches work with a positive, constructive attitude;
• Remains calm in stressful situations;
• Promotes a knowledge sharing and learning culture with counterparts and different stakeholders;
  
• Demonstrates commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Client-Orientation:

• Establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions;
• Focuses on impact and result for the client and responds positively to feedback;
  
• Monitors ongoing developments inside and outside the clients’ environment to keep them informed, anticipate problems and identify opportunities.

Communication:

• Speaks, writes clearly and effectively;
  
• Is able to communicate complex technical issues and ideas in a clear and concise manner;
  
• Listens to others, correctly interprets messages from others and responds appropriately;
• Asks questions to clarify, and exhibits interest in having two-way communication;
• Tailors language, tone, style and format to match audience;
  
• Communicates sensitively and effectively across different constituencies;
  
• Demonstrates openness in sharing information and keeping people informed.

Creativity:

• Actively seeks to improve programmes or services;
• Offers new and different options to solve problems;
• Promotes and persuades others to consider new ideas;
• Takes calculated risks on new and unusual ideas;
  
• Has proven analytical and evaluative skills, and the ability to assess problems and formulate solutions;
• Takes an interest in new ideas and new ways of doing things;
  
• Able to lead implementation of new systems and processes;
• Is not bound by current thinking or traditional approaches.

Teamwork:

• Works collaboratively with colleagues to achieve organizational goals and promotes good team spirit; solicits input by genuinely valuing others’ ideas and expertise;
• Is willing to learn from others;
  
• Places team agenda before personal agenda;
  
• Recognizes and responds appropriately to the ideas, interests and concerns of others.

Required Skills and Experience

Education:

• University degree in Graphic Design, Art or Visual Communications or other relevant background.
• A sound relevant experience may be acceptable in lieu of the university degree.

Work Experience:

• 5 - 10 years of functionally-related professional experience or a relevant combination of education (professional certification, membership of chartered institutes, academic qualifications) and a minimum of seven years of functionally-related professional experience;
• Comparative experience in election systems and administration, with specific experience in ballot and form design is desired;
• Prior experience in post-conflict countries is required, and experience related to Iraq would be an asset.
• Strong project management skills are also desirable;
• The candidate should be able to work in hardship conditions, and possible travelling to Iraq;
• The post requires considerable cultural and political sensitivity and an ability to meet deadlines.

Language:

• Fluency in of English both written and oral (advanced Level).
• Knowledge of Arabic both written and oral (intermediate Level) is an asset.

Computer Skills:

• Advanced knowledge of software related to graphic design (Adobe Photoshop, Adobe In Design, Adobe Illustrator, Corel Draw and Quark Express);

Other Qualification

• Strong communication (spoken and written) skills and ability to articulate ideas in a clear and concise manner;

Proposals:

Documents to be included when submitting the Proposal:

Technical Proposal:
(Which will include the following):

• Signed Template Confirmation of Interest and Submission of Financial Proposal. (Please use Annex 1);
• A letter explaining why he/she considers himself/herself the most suitable candidate for the work;
• Personal CV including past experience in similar projects and at least 3 references. Please Use the attached (P11 Form Only) CV Form – Annex 2 attached. UNDP-Iraq reserves the right to disqualify any of CVs who are not compliant with the requested form.
• A language assessment will be conducted [if needed] for the purpose of verifying influence in English and Arabic.
• A brief Methodology on how the candidate will approach and conduct the work.

The expert is asked in his/her offer submission in the methodologies section to describe the above mentioned points in paragraph (Scope of Work and expected output).

Financial proposal:

The financial proposal will specify a total lump sum amount and payment terms around specific and measurable (qualitative and quantitative) deliverables. Payments are based upon output, i.e. upon delivery of the services specified in the TOR. A breakdown of this lump sum amount is to be provided by the IC candidate. Total Fees: Please use Annex 3 – Financial proposal form.
All necessary information including: Complete Terms of Reference, The Selection Criteria, and Annexes are found on the following link under Procurement Notice Number IC-015/13:

http://www.iq.undp.org/ProcurementNotices_Overview.aspx

Proposals should be submitted to the following e-mail address no later than COB 6th of February 2013 (Amman Time +3GMT):

SSA.undp.iraq@undp.org